strategic plan 2013/14 – 2017/18 and annual performance plan 2013/14 presentation to the portfolio...
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Strategic Plan2013/14 – 2017/18
and
Annual Performance Plan2013/14
Presentation to the Portfolio Committee on Home Affairs
16 April 2013
2
Vision and Mission
Vision
• To be a pre-eminent leader in electoral democracy.
Mission
• The Electoral Commission is an independent constitutional
body which manages free and fair elections of legislative
bodies and institutions through the participation of citizens,
political parties and civil society in deepening electoral
democracy.
3
Organisational Values
To enable the Electoral Commission to serve the needs of
stakeholders, including the electorate, political parties, the media
and permanent and temporary staff, the organisation subscribes
to the following organisational values: • Impartiality • Integrity• Accountability • Transparency• Participation• Responsiveness• Respect
4
Legislative and other mandates
In terms of Section 190 of the Constitution of the Republic of
South Africa (Act 108 of 1996), the Electoral Commission must:-
• manage elections of national, provincial and municipal
legislative bodies in accordance with national legislation;
• ensure that those elections are free and fair; and
• declare the results of those elections within a period that must
be prescribed by national legislation and that is as short as
reasonably possible.
The duties and functions of the Electoral Commission are defined
in section 5 of the Electoral Commission Act, 1996. These include
to:–
• manage any election;
• ensure that any election is free and fair;
• promote conditions conducive to free and fair elections;
• promote knowledge of sound and democratic electoral processes;
• compile and maintain a voters' roll by means of a system of
registering eligible voters by utilising data available from
government sources and information furnished by voters;5
Legislative and other mandates…continued
• compile and maintain a register of parties;
• establish and maintain liaison and co-operation with parties;
• undertake and promote research into electoral matters;
• develop and promote the development of electoral expertise and
technology in all spheres of government;
• continuously review electoral legislation and proposed electoral
legislation, and to make recommendations in connection therewith;
• promote voter education;
6
Legislative and other mandates…continued
• promote co-operation with and between persons, institutions,
governments and administrations for the achievement of its objects;
• declare the results of elections for national, provincial and municipal
legislative bodies within seven days after such elections;
• adjudicate disputes which may arise from the organisation,
administration or conducting of elections and which are of an
administrative nature; and
• appoint appropriate public administrations in any sphere of
government to conduct elections when necessary.
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Legislative and other mandates…continued
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Strategic PlanThe strategic plan:
(a) Drafted in terms of the Framework for Strategic Plans and Annual Performance Plans
(b) Developed after a consultative process(c) Adopted by the Commission(d) Covers a period of five years(e) Includes an annual performance plan, which covers a period of three
years(f) Includes the strategic goals, measurable objectives, performance
indicators and targets of the Commission’s programmes(g) Includes budget in respect of strategic goals(h) Will form the basis for the annual report
Procedures will be established for quarterly reporting to the executive authority to facilitate effective performance monitoring, evaluation andcorrective action
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Strategic Goals
1. Achieving pre-eminence in the area of managing elections and
referenda
2. Strengthening electoral democracy
3. Strengthening a cooperative relationship with political parties
4. Strengthening institutional excellence and professionalism at
all levels of the organisation
5. Strengthening institutional governance
10
Strategic Goal 1: Achieving pre-eminence in the area of managing elections and referenda
11
Performance indicators – 2013/14 targets for strategic objective 1.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
1.1.1
Number of contracted voting stations on main registration weekends or election day
Bi-annually 22,000 22 000 22 000
Performance indicators and targetsQuarterly targets for 2014
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Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 1.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
1.1.2
Number of schools used as voting stations for full scale elections (60%) as a percentage of the total number of voting stations on main registration weekends or election day
Bi-annually 14,520 (66%) 14,520 (66%)
14,520 (66%)
13
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 1.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target
2013/14
Quarterly targets
1st 2nd 3rd 4th
1.1.3
Number of warehouses, local office facilities and full time distribution services available to support electoral events
Quarterly 10 / 234 / 110 /
234 / 110 /
234 / 110 /
234 / 110 /
234 / 1
Performance indicators – 2013/14 targets for strategic objective 1.2
Reporting period (Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
1.2.1
Defined bill of material (signed off BoM) and specifications in place within the timelines stipulated in the logistics procurement plan
Bi-annually 100% achieved 100%
achieved100%
achieved
1.2.2
Sourced materials requirement plan (MRP) and bill of material (BOM) in accordance with of PPPFA, Treasury regulations and organisational policies and within the timelines stipulated in the logistics procurement plan.
Bi-annually 100% achieved 100%
achieved100%
achieved
Performance indicators and targetsQuarterly targets for 2014
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 1.5
Reporting period
(Quarterly / Biannually / Annually)
Annual target
2013/14
Quarterly targets
1st 2nd 3rd 4th
1.5.1Number of registered voters per annum
quarterly 24,175,457 22,981,714 22, 891, 714 23, 405,211 24,175,457
1.5.2
Frequency per annum that voters roll is checked against national population register
quarterly 12 3 3 3 3
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 1.6
Reporting period (Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
1.6.1
Percentage of elections for which voters’ roll is certified in accordance with election timetables
Quarterly 100 100 100 100 100
1.6.2
Number of calendar days in which elections are conducted from date of vacancy
Quarterly 90 90 90 90 90
1.6.3
Number of calendar days in which to replace PR seat vacancies
Quarterly 35 35 35 35 35
1.6.4
Number of calendar days in which election results are announced by the Electoral Commission
Quarterly 7 7 7 7 7
Performance indicators – 2013/14 targets for strategic objective 1.7
Reporting period (Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
1.7.1Number of electoral legislation reviews per annum
AnnuallyNot applicable
for 2013/14
1.7.2
Number of relevant bill(s) submissions to parliament per annum
Annually 1 1
1.7.3
Number of Regulations published in Government Gazette per annum
Annually 1 1
Performance indicators and targetsQuarterly targets for 2014
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Strategic Goal 2: Strengthening electoral democracy
Strategic objectives
2.1 encouraging citizen participation by providing continuous education;
2.2 providing strategic and thought leadership;
2.3 broadening our research agenda and issuing publications;
2.4 increasing visibility through proactive consultation, effective
communication and presence;
2.5 facilitating platforms for political dialogue;
2.6 cultivating an environment for free and fair elections; and
2.7 constantly engaging the media.
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.1.1
The number of civic and democracy education events per annum. [An event is defined as being an activity of educational substance with a specified target audience of at least a given minimum size (of 20 people) with defined inputs and outputs].
Quarterly 8 063 1612 2419 2420 1612
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.2
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.2.1
The number of thought leadership initiatives per annum
Annually 20 20
21
Performance indicators – 2013/14 targets for strategic objective 2.3
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.3.1Number of research projects conducted per annum
Bi-annual 3 1 2
2.3.2
Phase One Knowledge Management Strategy – System implementation by 31 March
Annually
Phase 1
System implementation
System implementation in accordance
with the timelines set in
the strategy documentation
Performance indicators and targetsQuarterly targets for 2014
22
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.4
Reporting period
(Quarterly / Biannually / Annually)
Annual target
2013/14
Quarterly targets
1st 2nd 3rd 4th
2.4.1Number of targeted media interactions per annum
Quarterly
30 media releases
100 media
interviews
12 media analysis reports
7 media releases10 media
interviews
3 media analysis reports
7 media releases10 media
interviews
3 media analysis reports
8 media releases40 media
interviews
3 media analysis reports
8 media releases40 media
interviews
3 media analysis reports
23
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.4
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.4.2
Number of targeted communication platforms per annum
Annually
(14)•BillboardsWall MuralsTrain Station BoardsTaxi & Rank TVPostersFlyersTelevisionRadioPrintDigital/OnlineFacebookTwitterMobilePublic Call Centre
14
24
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.4
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.4.3
The number of strategic partners per annum*
Annually 150 150
25
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.5
Reporting period
(Quarterly / Biannually /
Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.5.1
Number of meetings with relevant stakeholders
Quarterly 46 28 6 6 6
26
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 2.6
Reporting period
(Quarterly / Biannually /
Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
2.6.1
Number of interactions with relevant stakeholders
Quarterly 13 3 4 3 3
27
Strategic Goal 3: Strengthening a cooperative relationship with political parties
Strategic objectives
3.1 Conducting a predetermined number of liaison sessions,
commensurate with the prevailing electoral phases, with political
parties on national level, on provincial level, and municipal level.
3.2 Annually ensuring that the funding in respect of political parties
received from Parliament is distributed as defined in the relevant
legislation.
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Performance indicators and targetsQuarterly targets for 2013
Performance indicators – 2013/14 targets for strategic objective 3.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
3.1.1
Number of liaison sessions with members of party liaison committees (PLCs) at national (10), provincial (54) and municipal (1170) levels per annum
Quarterly
(2 517)
12 Nat / 108 Prov / 2397
Local
(629)
3 Nat / 27
Prov / 599
Local
(629)
3 Nat / 27
Prov / 599
Local
(629)
3 Nat / 27
Prov / 599
Local
(630)
3 Nat / 27 Prov
/ 600 Local
3.1.2
Funding of political parties - number of disbursements to parties per annum
Quarterly 4 1 1 1 1
29
Performance indicators and targetsQuarterly targets for 2013
Performance indicators – 2013/14 targets for strategic objective 3.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
3.1.3
Number of Training sessions conducted with political parties (1 x NO; 1 per province) per annum Annually 10 10
30
Strategic Goal 4: Strengthening institutional excellence and professionalism at all levels of the organisation
Strategic objectives
4.1 striving for excellence at voting station level;
4.2 building institutional capacity;
4.3 strengthening our presence and effectiveness at local level;
4.4 expanding human capital development;
4.5 adhering to performance standards;
4.6 becoming people-centred;
4.7 managing financial and human resources well;
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Strategic Goal 4: Strengthening institutional excellence and professionalism at all levels of the organisation
Strategic objectives
4.7 strengthening risk management;
4.8 maintaining sound industrial relations;
4.9 striving to comply with national climate change policies (preserving the
environment);
4.10 building institutional memory.
32
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.1.1
Number of electoral staff recruited per annum.
Bi-annually 282,000 66,000 - 216,000
4.1.2Number of electoral staff trained per annum.
Bi-annually174,000 66,000 108,000
4.1.3
Number of area managers recruited per annum.
Annually 4,277 4,277
33
Performance indicators and targetsQuarterly targets for 2014
34
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.3
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.3.1
Number of fixed term staff appointed (expansion staff) per annum
Bi-annually 441 220 221
35
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.4
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.4.1
Percentage of performance agreements in place for the current year by 30 June of that year
Annually 100% of staff 100%
of staff
4.4.2
Percentage of performance assessment for the previous year completed by 30 June of the next financial year
Annually 100% of staff100%
of staff
36
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.5
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.5.1
One national office and one provincial wellness event per annum
Annually 10 10
37
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.6
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.6.1
Annually meet statutory deadlines in respect of budgeting
QuarterlyDeadlines as
per NT guidelines met
1st Quarterly review
MTEF; 2nd
Quarterly review
ENE; 3rd Quarterly review
Pre loading review
4.6.2
12 Monthly management accounts per annum
Quarterly12 Monthly
management accounts
3 3 3 3
38
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.7
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.7.1Achieve an unqualified audit report each year
Annually Unqualified Unquali
fied
39
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.8
Reporting period
(Quarterly /
Biannually /
Annually)
Annual target
2013/14
Quarterly targets
1st 2nd 3rd 4th
4.8.1
Develop and adopt a consolidated process for monitoring legal compliance by the end of the 2013/14 financial year. Implement and maintain the consolidated process during the remaining years covered by the plan.
Annually Approved Process
developedProcess
approved
40
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.8
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.8.2
Quarterly review and update the organisation’s strategic and provincial risk register
Quarterly 4 1 1 1 1
41
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.9
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.9.1
Annually review the industrial relations policy framework in consultation with relevant stakeholders (staff, unions)
AnnuallyAnnual review
completed
Annual review
completed- -
42
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.10
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.10.1
Develop and approve green policy and hold awareness sessions
AnnuallyDeveloped
and approved policy
Policy
approved
43
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.11
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.11.1
Number of accommodation contract validity reviews per annum
Quarterly 4 reviews 1 review 1 review 1 review1
review
4.11.2Number of security contract validity reviews per annum
Quarterly 4 reviews 1 review 1 review 1 review1
review
4.11.3Number of vehicles replaced per annum
Annually 47 20
4.11.4Number of vehicles disposed of per annum
Annually 9 20
44
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 4.12
Reporting period (Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
4.12.1ICT infrastructure plan in place by 31 December 2014
AnnuallyReview plan by 31 December 2014
Reviewed plan
4.12.2
Annual % network and application systems availability (system generated report available)
Quarterly 97% 97% 97% 97% 97%
45
Strategic Goal 5: Strengthening institutional governance
Strategic objectives
5.1 Refining institutional governance arrangements (including the
Commission’s structures and committees);
5.2 Exercising oversight: monitoring, evaluation and support.
46
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 5.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
5.1.1
Number of governance committees established in 2013/14
Quarterly 6 6 - - -
5.1.2
Number of governance committees meetings per annum
Quarterly 90 24 24 18 24
47
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 5.1
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
5.1.3
Number of annual reviews of the effectiveness of governance committees completed
Annually 6 - - - 6
5.1.4
Number of Commission meetings per annum
Quarterly 11 4 4 3 4
48
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 5.2
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
5.2.1Number of quarterly reports reviewed per annum
Quarterly 4 1 1 1 1
5.2.2Number of Annual Reports reviewed.
Annual 1 1
49
Performance indicators and targetsQuarterly targets for 2014
Performance indicators – 2013/14 targets for strategic objective 5.3
Reporting period
(Quarterly / Biannually / Annually)
Annual target 2013/14
Quarterly targets
1st 2nd 3rd 4th
5.3.1
Number of risk based annual internal audit plans approved
Annually 1 1
5.3.2
Number of quarterly progress reports per annum reviewed by the Audit Committee
Quarterly 4 1 1 1 1
Summary of budget in respect of strategic goalsStrategic Goals 2013/14
R000’s
2014/15
R000’s
2015/16
R000’s
1. Achieving pre-eminence in the
area of managing elections and
referenda
253,865 328,442 263,452
2. Strengthening electoral
democracy221,894 138,039 247,562
3. Strengthening a cooperative
relationship with political parties9,703 4,008 5,392
4. Strengthening institutional
excellence and professionalism
at all levels of the organisation
977,807 1,079,558 1,023,798
5. Strengthening institutional
governance15,731 18,576 16,401
GRAND TOTAL 1,479,000 1,568,623 1,556,605
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End of Presentation
Discussions & Questions